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Client Refund Invoice

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Stephanie M. Kinney

Hello, 

I have 2 clients that payed me a copy and insurance paid more than I thought they would. I now owe the clients a refund. I have placed the insurance payments in that section and I see the credit that needs to be issued to the client. How do I go about creating a statement so when I send them a check, they have a statement to explain why

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9 comments

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  • Official comment
    Marlina
    • Edited

    Hi Stephanie,

    I hope your week has been lovely so far. If the client actually owes less for a session, you'll first want to make sure the fee is adjusted by following these steps: Changing session fees

    Then, you can generate a statement by clicking + Create New > statement. This will show the remaining credit as a CR. 

    Alternatively, when you change the session fee, a fee adjustment invoice will automatically be created noting the difference. At the bottom of the invoice, there is a Notes section where you'll be able to indicate what happened. 

     

    Please let us know if you need anything else.

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  • Stephanie Langston

    How do you update the client file to reflect that you paid them back, so that they don't have the credit on their account anymore?

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  • Christi N. Nash

    Hello, I had the same issue and I just figured it out (oh yeah!).  So to manually clear out your balance, go to the payment section where you would normally enter a payment. This time, enter the amount in the negative.  So if you owe the client $15.00 you would enter -$15.00 and select the tender you used to refund them (cash, Stripe or check).  It will even allow you to enter in the check number so you can keep record.  There's a post with visual instructions to your question a couple of articles right below your post, but I forget the title of the inquiry.  Hope this helps!

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  • Christi N. Nash

    The title of the post is "Refunding A Client Outside of Simple Practice."  A representative included a link to see the visual instructions.

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  • Cindy Matcha

    Thanks for the posts Christi.  So helpful  !

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  • A. Whitney Shea (AZ, CT, FL)

    Great info- thanks! But does it actually refund the client or is that just for "bookkeeping" details?

     

    Warmly,

    Whitney

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  • A. Whitney Shea (AZ, CT, FL)

    Great info- thanks! But does it actually refund the client or is that just for "bookkeeping" details?

     

    Warmly,

    Whitney

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  • Michael Craytor

    this option is no longer available. It will not allow a 'less than zero' amount to be entered. Now what do we do?

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  • Christi N. Nash

    Hi Michael, 

    Just in case you haven't received a response, someone from SP showed me the updated way to refund.  Go to the Billing tab to your left and click on Card Transactions.  Search for the client you want to refund with the corresponding payment date.  Click "Refund."  From there it will allow you select the type of refund (Stripe, Cash, Check, External Card).  At the bottom it will allow you to enter the amount of Refund total (in case you didn't have to refund the entire amount).  Click "Refund" at the top and you should be good to go. Hope this helps. Happy Memorial Day.

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